|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Assessor
Storage Room Circuit
Clerk Storage Room County
Clerk Storage Room Sheriff
Basement |
Inactive
Records Area B County
Clerk Storage Room 2 Other
offices Stored in Attic |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 73 Circuit Clerk 72 County Clerk 69 Sheriff 73 Prosecuting Attorney 71 |
Assessor 73 Circuit Clerk 73 County Clerk 66 Sheriff 67 Prosecuting Attorney |
County Clerk 68 Attic 66 |
|
Humidity (record as % relative humidity) |
Assessor 52 Circuit Clerk 48 County Clerk 59 Sheriff 49 Prosecuting Attorney 48 |
Assessor 51 Circuit Clerk 48 County Clerk 45 Sheriff 41 Prosecuting Attorney |
County Clerk 45 Attic 46 |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney |
County Clerk yes Attic yes |
|
1.1.C Pollutants and other hazards to records |
|
|
|
|
Mold - active
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
County Clerk yes Attic yes |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic No |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
County Clerk yes Attic no |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
1.1.E Type of security systems in place |
|
|
|
|
Guards at entrance to area (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
County Clerk yes Attic yes |
|
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
County Clerk yes Attic yes |
|
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic yes |
|
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
County Clerk no Attic no |
Comments: In Sheriffs office the
secretary said they had a panic button; however, the only place it sounds off
at is the room right next to them. She was worried about security; they have
been attacked a couple of times. the panic button is no good if it does not
alert anyone.
1.2, 1.4, and 1.5 Quantity of Records Held and
Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors office |
Land Books |
42 dockets |
Clean |
|
Assessors office |
Personal Property |
44 dockets |
Clean |
|
Assessors office |
Tax Cards |
16 vertical drawers |
Clean |
|
Assessors office |
Add Listing Books |
5 dockets |
Clean |
|
Assessors office |
Real Property Owners |
6 dockets |
Clean |
|
Assessors office |
Assessment Records |
24 vertical drawers |
Clean |
|
Assessors office |
Homestead Exemptions |
1 vertical drawer |
Clean |
|
Assessors office |
Supplements |
1 vertical
drawer |
Clean |
|
Assessors office |
Certificate of Values |
1 vertical drawer |
Clean |
|
Assessors office |
Bill Receipts |
1 vertical drawer |
Clean |
|
Assessors office |
Commercial Business Property Reform Tax Stocks |
6 vertical files |
Clean |
|
Assessors office |
Misc. |
12 vertical drawers |
No Access to drawer |
|
Assessors office |
Maps |
5 rolled up maps |
Torn |
|
Assessors office |
Flat Maps |
10 flat maps |
Clean |
|
Circuit Clerk office |
Juvenile/Abuse/Neglect |
12 vertical drawers |
Clean |
|
Circuit Clerk office |
Criminal |
2 vertical drawers |
Clean |
|
Circuit Clerk office |
Civil |
3 vertical drawers |
Clean |
|
Circuit Clerk office |
Pending Current Year |
2 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Civil Docket |
11 dockets |
Clean |
|
Circuit Clerk storage room |
Criminal Docket |
2 dockets |
Clean |
|
Circuit Clerk storage room |
Juvenile Docket |
1 docket |
Clean |
|
Circuit Clerk storage room |
Guardianship |
1 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Civil Order |
22 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Misc. Order |
16 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Circuit Clerk Records |
13 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Juvenile Records |
7 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Mental Hygiene |
3 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Reviewers Records |
3 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Circuit Clerk Bonds |
1 vertical drawers |
Clean |
|
Circuit Clerk storage room |
Chancery |
20 dockets |
Torn/Dirt |
|
Circuit Clerk storage room |
Common Law |
12 dockets |
Clean |
|
Circuit Clerk storage room |
Ballots |
Wooden shelf 5 shelves 2ft 10inch wide and 1ft 12
inch high |
Clean |
|
Circuit Clerk storage room |
Chancery |
164 document cans |
Clean |
|
Circuit Clerk storage room |
Sealed Divorce |
11 document cans |
Clean |
|
Circuit Clerk storage room |
Common Law |
33 document cans |
Clean |
|
Circuit Clerk storage room |
Board of Education |
2 document cans |
Clean |
|
Circuit Clerk storage room |
Old Motions |
2 document cans |
Clean |
|
Circuit Clerk storage room |
Criminal |
4 document cans |
Clean |
|
Circuit Clerk storage room |
Guardianship |
4 document cans |
Clean |
|
Circuit Clerk storage room |
Adoption |
2 document cans |
Clean |
|
Circuit Clerk storage room |
Indictments |
1 document can |
Clean |
|
|
|
|
|
|
County Clerk office |
Deed Books |
273 dockets |
Dirt |
|
County Clerk office |
Release Books |
54 dockets |
Dirt |
|
County Clerk office |
Trust Deeds |
152 dockets |
Dirt |
|
County Clerk office |
Deeds of Trust |
23 dockets |
Dirt |
|
County Clerk office |
Appraisements |
36 dockets |
Dirt |
|
County Clerk office |
Judgment Liens |
16 dockets |
Clean |
|
County Clerk office |
Federal Tax |
2 dockets |
Clean |
|
County Clerk office |
Execution |
2 dockets |
Dirt |
|
County Clerk office |
Mechanic Liens |
4 dockets |
Clean |
|
County Clerk office |
Persona Property |
7 dockets |
Clean |
|
County Clerk office |
Land Book |
9 dockets |
Clean |
|
County Clerk office |
Record Fee |
20 dockets |
Clean |
|
County Clerk office |
Accounting Fiduciary |
26 dockets |
Clean |
|
County Clerk office |
Discharge |
3 dockets |
Clean |
|
County Clerk office |
Deeds |
36 document cans |
Clean |
|
County Clerk office |
Lands Redeemed |
1 docket |
Dirt/Torn/Mold |
|
County Clerk office |
Guardian Bond |
1 docket |
Dirt/Torn/Mold |
|
County Clerk office |
Substitute Trustees |
1 docket |
Dirt/Torn/Mold |
|
County Clerk office |
Church Trustees |
1 docket |
Dirt/Torn/Mold |
|
County Clerk office |
Birth |
1 docket |
Dirt/Torn/Mold |
|
County Clerk office |
Death |
1docket |
Dirt/Torn/Mold |
|
County Clerk office |
Abstract Judgment |
1 docket |
Dirt/Torn/Mold |
|
County Clerk office |
Financing Statements/Mechanic Lien license/Trust
Bond |
62 document cans |
Clean |
|
County Clerk office |
Bonds/Insurance Deeds/Voters Applications |
5ft metal cabinet |
Clean |
|
County Clerk office |
Maps |
5ft linear |
Rolled/Torn |
|
County Clerk office |
Open Estate |
4 vertical drawers |
Clean |
|
County Clerk office |
Closed Estate |
12 vertical drawers |
Clean |
|
County Clerk office |
Will Transfer Sheet |
2 vertical
drawers |
Clean |
|
County Clerk office |
Complete Sales |
2 vertical drawers |
Clean |
|
County Clerk office |
WV Dept. of Highway, Contractors Proposals |
1 vertical drawer |
Clean |
|
County Clerk office |
Death Certificates |
2 vertical drawers |
Clean |
|
County Clerk office |
Indexing Files |
1 vertical drawer |
Clean |
|
County Clerk office |
Delinquent Land |
1 vertical drawer |
Clean |
|
County Clerk office |
Civil Service |
2 vertical drawers |
Clean |
|
County Clerk storage room |
Index of Marriage |
11 dockets |
Dirt |
|
County Clerk storage room |
Birth |
4 dockets |
Dirt |
|
County Clerk storage room |
Death |
6 dockets |
Dirt |
|
County Clerk storage room |
Will Book |
27 dockets |
Dirt |
|
County Clerk storage room |
Primary Election |
4 dockets |
Dirt |
|
County Clerk storage room |
General Election |
3 dockets |
Dirt |
|
County Clerk storage room |
Receipts |
1 docket |
Dirt |
|
County Clerk storage room |
Church Trustees |
2 dockets |
Dirt |
|
County Clerk storage room |
Report of Sales |
2 dockets |
Dirt |
|
County Clerk storage room |
Finance Statements |
2 dockets |
Dirt |
|
County Clerk storage room |
Official Oaths |
2 dockets |
Dirt |
|
County Clerk storage room |
Map Books |
3 dockets |
Dirt |
|
County Clerk storage room |
Clerks Records |
6 dockets |
Dirt |
|
County Clerk storage room |
Marriage License |
23 document cans |
Clean |
|
County Clerk storage room |
Administrative Bonds |
3 dockets |
Dirt |
|
County Clerk storage room |
Appraisements Sales Bill |
11 dockets |
Dirt |
|
County Clerk storage room |
Fiduciary Account |
21 dockets |
Dirt |
|
County Clerk storage room |
Wills |
91 dockets |
Dirt |
|
County Clerk storage room |
Executor Bond |
2 dockets |
Dirt |
|
County Clerk storage room |
Maps |
2ft linear in non standard cardboard boxes |
Torn |
|
County Clerk storage room |
Corrections Cards |
1 metal drawer 5inchx5inch |
Clean |
|
County Clerk storage room |
Cancellations |
2 dockets |
Dirt/Torn |
|
County Clerk storage room |
Delinquent Land |
3 dockets |
Dirt/Torn |
|
County Clerk storage room |
Surveyor |
3dockets |
Dirt/Torn |
|
County Clerk storage room |
Bonds |
4 dockets |
Dirt/Torn |
|
County Clerk storage room |
Marriage |
5 dockets |
Dirt |
|
County Clerk Storage 2 |
Misc. |
81 small banker boxes, 4ft linear non standard boxes
on floor, 4ft linear non standard boxes on wooden shelf |
Dirt/Torn |
|
Attic |
District Books |
7 books |
Dirt/Torn/Vermin Eaten |
|
Attic |
Certificates of Transfer |
19 books |
Dirt/Torn/Mold |
|
Attic |
Tax Receipts Books |
31 dockets |
Red rot/Mold/Dirt /Torn |
|
Attic |
Sheriff Records |
25 dockets |
Red Rot/mold/Dirt/Torn |
|
Attic |
Misc. |
5 vertical drawers |
Dirt/Torn |
|
Attic |
Stacks of Various Books |
8inch, 7inch, 1ft 3inch, 1ft 6inch, 2ft 8 inch high |
On floor Dirt/Torn/Mold |
|
Attic |
Various Records and Books |
3ft 10 inch long and 1ft 8inch high |
Torn/Dirt/Mold |
|
Attic |
Misc. Records |
7ft 8inch linear non-standard boxes on wooden shelf |
Torn/Dirt |
|
Attic |
Various Records |
3ft 10inch stack bundled |
Torn/Dirt/Mold |
|
Attic |
Crop Lien |
3 dockets |
Dirt/Torn/Mold |
|
Attic |
Delinquent lands |
1 docket |
Dirt/Torn/Mold |
|
Attic |
General County Fund |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Witness Book |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Justice Docket |
3 dockets |
Dirt/Torn/Mold |
|
Attic |
Reimbursements |
3 dockets |
Dirt/Torn/Mold |
|
Attic |
Mill Book |
2 dockets |
Dirt/Torn/Mold |
|
Attic |
Jury |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Chancery |
4 dockets |
Dirt/Torn/Mold |
|
Attic |
Grantor of Index |
4 dockets |
Dirt/Torn/Mold |
|
Attic |
Stack of Volumes |
10inch high on floor |
Dirt/Torn/Mold |
|
Attic |
Stack of Nonstandard Boxes |
2ft 8 inch high and 6ft 2inch long |
Dirt/Torn/Mold |
|
Attic |
Acts Books |
On Wooden Shelf 6 shelves that are 3ft 10inch long |
Dirt/Torn/Mold |
|
Attic |
Misc. Books |
On Wooden Shelf 2 shelves that are 3ft 10inch long |
Dirt/Torn/Mold |
|
Attic |
Land Books |
65 dockets |
Dirt/Torn/Mold |
|
Attic |
Books with no covers |
26 dockets |
Dirt/Torn/Mold |
|
Attic |
Misc. Books |
13 on floor |
Dirt/Torn/Mold |
|
Attic |
Tax Collection |
9 dockets |
Dirt/Torn/Mold |
|
Attic |
Fiscal |
4 dockets |
Dirt/Torn/Mold |
|
Attic |
County Orders |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Sheriff Settlements |
1 docket |
Dirt/Torn/Mold |
|
Attic |
General County Fund |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Common Law Order |
1 docket |
Dirt/Torn/Mold |
|
Attic |
New Jail Construction Fund |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Chancery |
4 dockets |
Dirt/Torn/Mold |
|
Attic |
Deed |
1docket |
Dirt/Torn/Mold |
|
Attic |
Real Estate |
2 dockets |
Dirt/Torn/Mold |
|
Attic |
Petitions & Records |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Bond |
27 dockets |
Dirt/Torn/Mold |
|
Attic |
Loose Files |
4 inch stack |
Dirt/Torn/Mold |
|
Attic |
Witness |
3 dockets |
Dirt/Torn/Mold |
|
Attic |
Fines |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Cash Records |
3 dockets |
Dirt/Torn/Mold |
|
Attic |
Received Records |
1 docket |
Dirt/Torn/Mold |
|
Attic |
Prosecuting Attorney Records of Charges |
2 dockets |
Dirt/Torn/Mold |
|
Attic |
Law Executions |
3 dockets |
Dirt/Torn/Mold |
|
Sheriff office |
Personal Property |
8 dockets |
Clean |
|
Sheriff office |
Land Books |
7 dockets |
Clean |
|
Sheriff office |
Sheriff Settlements |
1 docket |
Clean |
|
Sheriff office |
Misc. |
6 banker boxes |
Clean |
|
Sheriff office |
DMV Reports |
1 banker box |
Clean |
|
Sheriff office |
Address Changes |
12 vertical drawers |
Clean |
|
Sheriff office |
Offender List |
6 vertical drawers |
Clean |
|
Sheriff office |
Accident Charges |
3 vertical drawers |
Clean |
|
Sheriff office |
Building Permits |
2 vertical drawers |
Clean |
|
Sheriff Basement |
Land Books |
13 dockets |
Dirt |
|
Sheriff Basement |
Personal Property |
19 dockets |
Dirt |
|
Sheriff Basement |
Misc. |
8 banker boxes |
Dirt |
|
Sheriff Basement |
Misc. |
3ft 8inch high nonstandard boxes, 4ft wide and 3ft
7inch high non standard boxes |
Dirt |
|
Assessors basement |
Maps/Tax Assessments/Tax boxes/Real Estate/Dog Books |
6 Wooden Shelves
2ft 9inch wide and 1ft 2inch high |
Dirt |
|
Assessors basement |
Books |
6 wooden
shelves 3ft 11inch wide and 1ft 8inch high |
Dirt |
|
Assessors basement |
Dog Books/ Dog Tags |
Non Standard boxes on wooden shelf. 3ft 8 inch wide
by 1ft 12 inch high |
Dirt |
|
Assessors basement |
Personal Property |
49 dockets |
Dirt |
|
Assessors basement |
Land Books |
64 dockets |
Dirt/Torn/Mold |
|
Assessors basement |
Map Book |
1 docket |
Torn |
|
Assessors basement |
Dog Books |
9 non standard boxes |
Clean |
|
Prosecuting Attorney office |
Unknown |
10 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Juvenile closed |
6 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Adults |
4 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Closed Adults |
5 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Pending |
1 vertical drawer |
Clean |
|
Prosecuting Attorney office |
Blank Forms |
1 vertical drawer |
Clean |
|
|
|
|
|
Comments: Attic was pretty bad as far
as condition of the records. Many were dusty hard to tell what most of them
were. there was no specific order to the room. The records were extremely dirty
and had torn spines and pages. There
Were also lots of spider webs in the attic although no spiders were seen. aLL OFFICES NEED MORE STORAGE SPACE. DENIED ACCESS TO ROOM 3 OF THE CIRCUIT CLERKS
OFFICE.
|
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
no |
no |
no |
no |
no |
Comments: ALL OFFICES NEED DISASTER
PLAN IN PLACE.
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
8 |
5 |
4 |
9 |
4 |
|
Part time |
1 |
1 |
0 |
2 |
0 |
|
Volunteers |
0 |
0 |
0 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
none |
none |
none |
N/A |
none |
|
Opportunities available |
none |
none |
none |
N/A |
none |
|
1.1.D.b Average
Daily Retrievals of Current Records |
|
|
|
N/A |
|
|
Staff use |
8 hours |
8 hours |
8 hours |
N/A |
8 hours |
|
Public use |
7 hours |
didn't know |
1 hour |
6 hours |
no access |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
N/A |
|
|
Staff use |
rare |
8 hours |
4 hours |
N/A |
4 hours |
|
Public use |
rare |
didn't know |
8 hours |
N/A |
no access |
Comments: The sheriff when filling out his survey did not put the rest. However i did find out that there is no access to the records for the public. aLL OFFICES NEED ON-GOING RECORDS management TRAINING PROGRAM FOR PERSONNEL.
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County Clerk |
Sheriff |
Prosecuting
Attorney |
|
Microfilming |
|
|
|
|
|
|
External |
|
|
|
|
|
|
Volume of material microfilmed |
none |
none |
didn't know |
|
none |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
no |
|
|
|
Placed in storage |
|
|
yes |
|
|
|
Master copy stored
(onsite or offsite ) |
|
|
onsite |
|
|
|
User copies available (record as yes/no) |
|
|
yes |
|
|
Comments: Prosecutors office answered
that "a lot" of records have been photocopied over past five years. Assessor's office answered that "not a lot"
of records have been photocopied.
|
1.9 Electronic Records |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Record groups and/or series created and maintained
in electronic format (list all) |
none |
none |
none |
taxes collected, tax information, receipts and
disbursements |
none |
|
Software used |
none |
none |
none |
IBM Excel |
none |
|
Name and address of the vendor used |
none |
none |
none |
Software systems
Morgantown WV |
none |
|
System support used |
none |
none |
none |
Software system |
none |
|
Name and address of the vendor used |
none |
none |
none |
Safe |
none |
|
Security in place for the storage system |
none |
none |
none |
Safe |
none |
|
Security in place for the backup system |
none |
none |
none |
|
none |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
none |
none |
none |
|
none |
Comments: aSSESSOR MAY HAVE
MISUNDERSTOOD QUESTION CONCERNING ELECTRONIC RECORDS.
|
1.10 Records
Retention/Disposition (Retention Schedules, Destruction Process, Electronic
Records Guidelines Used) |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Name of retention schedules or any other procedures,
including Code references, followed during the last five years |
N/A |
N/A |
N/A |
Yes, gave us a copy of their retention schedule |
N/A |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Any records management guidelines used for
electronic records (record as yes/no) |
N/A |
N/A |
N/A |
N/A |
N/A |
Comments
|
1.11 Material
being stored outside the office's jurisdiction |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Lists of records administered by the office, but
held by a local historical or genealogical group, a local library, or West
Virginia University (record as yes/no) |
no |
no |
no |
no |
no |
|
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
no |
no |
no |
no |
no |
|
Transfer documentation for these records (record
as yes/no) |
no |
no |
no |
no |
no |
Comments